Administrative Manager

Details Open Date 10/03/2024 Requisition Number PRN40019B Job Title Administrative Manager Working Title Administrative Manager Job Grade E FLSA Code Administrative Patient Sensitive Job Code? No Standard Hours per Week 40 Full Time or Part Time? Full Time Shift Day Work Schedule Summary Monday – Friday, minimal night and weekend for events VP Area President Department 00639 - VP for Research Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range $39,300 - $80,700 DOE Close Date Priority Review Date Job Summary The Office of the Vice President for Research is seeking an Administrative Manager to support research leadership in the day-to-day administration and maintenance of key VPR research initiatives. This is a dynamic, multi-faceted role that includes support across a wide range of topics and projects. The Administrative Manager will report to the AVPR Office and be assigned to support various VPR initiatives. Primarily and initially, this role will manage and execute administrative duties for Research Hubs and Working Groups. These are organized, thematic entities built to drive our nationally renowned research towards new heights. Hubs, Working Groups, and other VPR -led research initiatives are designed to rapidly address research topics that cut across disciplinary boundaries, facilitate long-term collaboration and research success for our research community, expand the funding portfolio of the institution, and support the University of Utah’s goal of becoming a top public university with unparalleled societal impact. Hubs and Working Groups conduct social/working events around specific funding areas or opportunities, measure and monitor institutional strengths and opportunities, organize interdisciplinary response teams for portfolio-expansion opportunities, prepare and submit extramural funding proposals, and more. About the AVPR Office The Associate Vice President for Research ( AVPR ) Office provides direct oversight of the University of Utah’s internal and external grant activity, grant development, institutional capacity building, and submission pipeline. The AVPR Office works to provide high-impact support, infrastructure, and resources for the University of Utah research community. The primary responsibilities of the AVPR Office include identifying and building resources that (1) expands the University’s scholarly and creative research portfolio, (2) increases high-profile, collaborative external funding submissions and awards, and (3) establishes critical grant-writing and research development support infrastructure. The AVPR Office also oversees the limited submissions opportunity selection process, the University Research Committee ( URC ), the VPR Office’s internal grants and research faculty award opportunities, the One Utah Research Council ( OURC ), and other research portfolio enhancement efforts. About the University of Utah and Benefits The University of Utah is located at the foot of the beautiful Wasatch Mountains and offers a rich benefits package for eligible employees including affordable health insurance on the first day, generous retirement contributions, generous paid holidays per year plus vacation accruals each month, tuition reduction for employees and families, paid parental leave and more. Please visit our Benefits website for more information: https://www.hr.utah.edu/benefits/ Responsibilities Provide a wide range of administrative support for research initiatives and their leadership to includes but is not limited to calendaring/scheduling, travel planning/management, record-keeping/notetaking, processing questions/requests from UofU community, ordering supplies & catering, etc Plan, prepare, and execute operations on interdisciplinary community events, seminars, workshops, grant preparation meetings, grand challenge events, campus visits from distinguished guests, and other capacity-building research events. This includes but is not limited to organizing catering, guest management, space and equipment reservations, facilities setup, and coordination, creating and distributing program materials, etc. Events vary in scope and size Prepare and disseminate written communications (informational emails, funding opportunity emails, meeting minutes, flyers, professional documents, presentations, etc.) on behalf of the initiative and its leadership. Work with initiative leadership to execute communication strategies to inform internal and external stakeholders of initiative activities Work with initiative leadership to routinely identify and disseminate funding opportunities and proposal development tools to initiative leadership and participants Work with initiative leadership to measure and monitor initiative activity for effectiveness and progression. Collect proposal and award information metrics, other reporting needs Manage all purchasing/financial requests for assigned initiatives. Exercises prudent financial control according to relevant policy and procedures to ensure the initiatives operate within budget Reviews and disseminates information about university policy changes, federal regulations, etc. to assigned initiatives Collaborate with other VPR units, research faculty to identify institutional research priorities, strengths, opportunities, etc When applicable and as requested by initiative leadership, serve as institutional representative of the research initiative to internal and external communities As requested by the VPR Office and as you grow professionally in the role, participate in broader institutional initiatives, proposal and award applications, financial management, research development activities, staff mentoring, and other administrative assignments Examples of primary initiatives the Administrative Manager may support are: Research Hubs (ex: Energy Futures Research Engine, Peak Water Sustainability Engine) Working Groups (ex: Critical Minerals Working Group) Grand Challenges (ex: Remote and Austere Conditions Grand Challenge) Future efforts with similar profiles to above entities Work Environment and Level of Frequency typically required Nearly Continuously: Office environment. Physical Requirements and Level of Frequency that may be required Nearly Continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking. Seldom: Bending, reaching overhead. Minimum Qualifications Bachelor’s degree in Business, Public Administration, or a related field, or equivalency (one year of education can be substituted for two years of related work experience); four years of management level experience in a related area, which has included developing and maintaining administrative systems and proper accounting, or related records; and a commitment to provide excellent customer service required. Specific departments may require background skills pertinent to their operation. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. Preferences Strong organizational and time management skills Strong written and verbal communication skills Progressing ability to analyze problems and identify creative, innovative, and analytical solutions Relevant administration and/or university administration experience Type Benefited Staff Special Instructions Summary Additional Information The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules. This position may require the successful completion of a criminal background check and/or drug screen. The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients. All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both. To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/ Online reports may be submitted at oeo.utah.edu https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.